Careers Job Description
General Description
College Specific Information:
The City University of New York (CUNY) is the nation's leading urban public university serving more than 540,000 students in matriculated degree, certificate and continuing education programs at 24 colleges and institutions in New York City. The Office of the Senior University Dean for Academic Affairs oversees a wide range of programs and initiatives at the University, including adult literacy programs, service learning, early childhood professional development, collaborative programs with the New York City public schools, workforce development and continuing education, as well as programs such as the CUNY Language Immersion Program (CLIP), Accelerated Study in Associates Program (ASAP) and CUNY Start.
The successful candidate will provide office management and facilities support to program staff as well as manage resources and organizational systems to support the efficiency of the office.
Reporting to the Coordinator of Operations, the Assistant Office Manager will:
- Manage equipment inventory and ensure all equipment is properly functioning. Submit service requests as needed.
- Maintain statistics and reports on equipment performance, supply usage and other administrative needs for budget, analysis and purchasing purposes.
- Monitor and maintain office supplies inventory for all equipment, including toner and paper.
- Maintain inventory of office, desk, cabinet, and restroom keys. Handle staff requests for keys.
- Assist in the set-up process for new staff: request building ID, create key card, provide workstation keys and ensure office/cubicle space is prepared (with access to a working phone and computer.)
- Coordinate with program management staff to ensure retrieval of key cards; workstation and restroom keys, and confirm return of any equipment supplied to staff during their employment.
- Assist in facilitating workstation moves.
- Ensure each workstation occupied by a staff person has a name tag.
- Oversee facility and safety inspections, fire drills, and other forms of emergency preparedness planning.
- Maintain a safe and secure work environment. Monitor all potential safety and security hazards; alert facilities or Public Safety department as required.
Works with management and program staff at the CUNY Central Office of the Senior University Dean for Academic Affairs to provide facilities support and assist in the organizational process of office operations. Accomplishes project results by communicating and coordinating requirements; appropriately prioritizing tasks; evaluating optional courses of action, providing status updates and ensuring set deadlines are met.
Other Duties
- Liaise with CUNY departmental offices (i.e., Facilities, Public Safety, Computing and Information Services (CIS) and mail services), as well as with external contractors/vendors/service providers.
- Maintain all appointments and schedules pertaining to IT and facility related matters, e.g., equipment service/upgrades, water filtration/dispenser services, A+ Technology, fire extinguishers and extermination services.
- Handle staff requests concerning facility related matters.
- Co-ordinate office staff activities to ensure maximum efficiency.
- Maintain office records system by following procedures; for retention, protection, retrieval, transfer and disposal of records.
- Maintain building services by assisting with identifying, selecting, and monitoring vendors. Monitor contract expiration dates.
- Provide back-up to other support staff, including Administrative Manager.
- Participate in special projects as assigned.
- May be assigned other tasks and duties reasonably related to their job responsibilities.
Qualifications
Minimum Qualifications:
- Effective interpersonal skills with demonstrated ability to work with other people.
- Ability to effectively present information to management, staff, internal and external vendors or service providers, in verbal or written form.
- Ability to organize, prioritize and execute responsibilities in the face of conflicting priorities or unexpected situations.
- Effective problem solving skills and ability to make good judgements.
- Ability to perform basic mathematical skills such as addition, subtraction, division and multiplication.
- Ability to write business correspondence, respond to inquiries or complaints.
- Ability to work in a dynamic, fast paced work environment.
- Ability to recognize the need for confidentiality of information and to maintain such confidences.
Other Qualifications:
- Strong verbal communicator; comfortable interacting with people across all levels within CUNY (from Facilities, Computing Information Systems, to peers), as well as with building management staff.
- Proficient in Microsoft Office Suite (especially Excel).
- Experience coordinating and managing work/project plans and timelines.
- Ability to articulate the department and CUNY’s philosophy, mission and goals to a varied audience.
Education and Experience:
Bachelor’s degree, from an accredited college or university. At a minimum an Associate’s degree combined with experience, will be considered in lieu of a bachelor's degree. Previous experience with facilities maintenance, purchasing, and office machinery is preferred.
RFCUNY Benefits
RFCUNY Employee Benefits and AccrualsAbout the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.
RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.
Equal Employment Opportunity Statement
Key Features
Senior University Dean for Academic Affa
Full Time
$35,000.00 - $45,000.00
Feb 01, 2016 (Or Until Filled)